Do you need access to a City record? We're here to guide you through the process and answer your questions.
What is the Municipal Freedom of Information and Privacy Act (MFIPPA)?
MFIPPA is an Ontario law that allows you to access information held by the City and protects your personal information from misuse.
Why MFIPPA is important
- Access to Information: You can request records or documents from the City, making government actions transparent and open to everyone.
- Privacy Protection: This law protects and lets you access and correct your personal information. It also sets rules for municipalities on collecting, using, disclosing, and disposing of personal information.
How to make a freedom of information request (FOI)
- Identify the information: Decide what records or documents you need. Be specific to help find the information quickly.
- Contact the responsible department: Call 905-356-7521 to connect to the appropriate department. Staff will determine if your request should be made under MFIPPA or if the records can be provided as part of the normal routine.
- Submit the FOI form and payment: If your request falls under MFIPPA, complete the Information Request Form (PDF) and return it to the Clerk’s office with the $5 non-refundable fee.
- Wait for a response: The office will review your request and respond within 30 days. If they need more time or information, they will let you know.
What happens next?
Approval: If your request is approved, you will get the requested records. Additional processing fees may apply.
Denial: If your request is denied, you will receive a reason why. You can appeal this decision if you think it’s unfair.
Appeal an FOI decision
An appeal allows you to ask Ontario's Information and Privacy Commissioner (IPC) to review the City’s response to your FOI request. If you wish to file an appeal, you must do so within 30 calendar days of receiving the decision. Additional fees are charged.
Visit the IPC website to file an appeal.
Exemptions
Access to the records you request will follow MFIPPA rules. Depending on the type of record, some information may be withheld if it falls under specific exemptions. Examples include solicitor-client privilege and records that could reasonably interfere with a law enforcement matter.
Mandatory exemptions mean that certain details can’t be shared unless the City gets consent from the affected party.
- Personal privacy: Protects against an unjustified invasion of privacy of someone other than the requester.
- Relations with other governments: Protects confidential information from other Canadian and foreign governments.
- Third-party information: Protects third parties from financial or other harms.
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